Travel management services contract

Contract details

Lead agency: Department of Government Services

Conditions of use: Mandatory

Contract reference number: GP-05-2024

Arrangement type: Sole supplier

Start date: 1 March 2025

End date: 28 February 2029

Emergency travel services

In an emergency, registered Victorian Government travel bookers can use the travel management online booking tool to arrange travel.

If this is not possible, use the after-hours service:

Toll-free (Australia only): 1800 836 000
Calls from outside Australia: +61 3 8624 4500
Email: afterhours@travelctm.com

After-hours services include Saturday, Sunday, Australian National Public Holidays, and weekdays between 6pm and 8am.

During business hours (Monday to Friday, between 8am and 6pm) call 03 8624 4569.

What’s covered

This contract covers these main areas of travel services:

travel booking
discounted airfares, hotel and transport rental prices
account management
travel data reporting
duty of care support
group and emergency travel support

Using this contract

All Victorian Government departments and agencies are eligible to use this contract.

Find out who can use state purchase contracts.

This contract provides:

24/7 assistance with travel bookings
end-to-end travel management services
online booking portal and reporting dashboards
a range of payment options, including a trading account
low transaction fees and competitive travel rates
singular focus and management for specialist accommodation

Supplier details

This contract is a sole supplier arrangement with Corporate Travel Management.

Corporate Travel Management

ABN: 52 005 000 895

Address: 10/120 Spencer Street, Melbourne, VIC 3000

Website: www.travelctm.com

Contact Name: Connie Ivanoski

Role: Client Value Manager

Phone: 03 6215 8773 or mobile: 0478 409 432

Email: mel002@travelctm.com (general enquiries only: please do not send travel requests to this email)

How to buy

Buyers need to request access to the confidential information system to join this contract.

Access confidential information

Buyers follow this process to access confidential information.

Buyers using this contract must follow the rules of use:

Buyers must review:
- the Victorian Public Service: Travel Policy
- local Agency travel policy
- travel advice from the smartraveller
To create an itinerary, buyers will need:
- the proposed itinerary
- all traveller's correct names
- cost centre code
All travel bookings should be completed on the travel management online booking tool.
Online booking tool training is offered on a regular basis. Contact the Travel Category Manager for a link to register.
Buyer must be an authorised travel booker to use the online booking tool. Contact the Agency contract manager to create or amend the travel booker profile.
Travel management online booking tool
If travel dates are known, all quotes for travel should be via the online booking tool.
If travel dates are not known, use the fare forecaster in the portal.
Best fare of the day and advance bookings
When booking air travel, follow the ‘best fare of the day’ guidelines.
The best fare of the day is the lowest applicable air fare offered through the travel management booking tool or travel consultant, if the fare meets these guidelines:
- domestic travel fares (including to and from New Zealand) should be up to 30 minutes either side of the requested departure time
- international travel fares should be up to 2 hours either side of the requested departure time
- the best fare of the day offered should take the chosen travel class into account, according to the Victorian Public Sector Travel Policy.
- for example, where business class is approved, the best fare of the day should be the lowest possible business class fare.
- the best fare of the day should offer reasonable connections and minimal stopovers wherever this is possible.
If a traveller needs flexibility for the return portion of the trip, the best fare of the day must represent a restricted outbound flight and a flexible or semi-flexible return flight.
Telephone and email requests are reserved for complex bookings and quotes that cannot be completed on the online booking tool.
Complex bookings include:
- Accommodation with independent regional providers that do not appear on the online booking tool
- Complex international itineraries that require non-connecting flights, multiple carriers, or multiple stopovers
- Groups (10 or more)
- Long term accommodation (3 weeks or more)
- Changes and cancellations
- Charter flights and events
- Other complex requests that cannot be completed via the online booking tool
All Victorian department staff who travel more than 50km from their usual place of work are covered by the Victorian Managed Insurance Authority (VMIA) Business Travel Policy.
Staff in other Agencies should check with their relevant managers for applicable travel insurance coverage.
Contact the Victorian Managed Insurance Authority directly with any questions:
- phone: 03 9270 6900
- email: contact@vmia.vic.gov.au

Agency contract managers

Name	Contact details
Department of Education	Procurement Policy and Projects Officer Travel.Policy.Advice@edumail.vic.gov.au
Department of Energy, Environment and Climate Action	Business and Resource Officer Finance.CSG@delwp.vic.gov.au
Department of Families, Fairness and Housing	Contract Adviser travel@support.vic.gov.au
Department of Health	Contract Adviser travel@support.vic.gov.au
Department of Jobs, Skills, Industry and Regions	Procurement and Contracts Manager procurement@ecodev.vic.gov.au
Department of Justice and Community Safety	Contract Manager travel@justice.vic.gov.au
Department of Transport and Planning	Senior Procurement Specialist dot.procurement@transport.vic.gov.au
Department of Treasury and Finance/Department of Premier and Cabinet	Manager, Financial Operations DTF-purchasing.support@dtf.vic.gov.au
Victoria Police	Manager, Shared Services CFD-CTMTRAVEL-MGR@police.vic.gov.au

Updated 18 March 2025